Customer roles can be used to limit products to be visible only to customers in certain roles. This allows resorts to create products for specific customers for their role assignment. Roles can also be used to manage Administrator access in Aspenware Commerce.
Setup Checklist
This section is a comprehensive and high-level summary of all tasks and prerequisites required for this feature to function properly. This section is purposed for use after an administrator is familiar with configuring this feature as an “audit” checklist. For detailed set-up instructions, jump down to “Prerequisite Tasks” and “Detailed Setup Guide” and then follow up with this checklist to ensure all steps are completed.
1. POS Tasks |
|
|---|---|
RTP|One Only
| PREREQUISITE |
2. Aspenware Commerce Tasks |
|
| PREREQUISITE |
1. Create Customer Roles REQUIRED
**If using Siriusware, this step is complete, If using RTP|One, continue to the next step.
2. Use Customer Roles to Manage Administrator Users OPTIONAL
| DETAILED SETUP |
Prerequisite Tasks
This section describes all requirements that must be completed before you can begin setting up this feature. Once these tasks are complete continue to the next section.
1. POS Tasks
RTP|One Only
Ensure that General Program Profiles are set up in RTP|One and assigned to customers ahead of completing the following configuration to map Customer Roles in Aspenware Commerce.
To set up General Program Profiles in RTP|One:
Go to Admin > Search > Search for general program > you will see the list of previous GPPs set up at the top, to add a new one > Action > Create
Enter the Code, Display Order, and Description > Save
You can add roles to individuals through Customer Manager > Search for your customer > Special Profiles > General Program Profiles > Add New > select the general program you just created > OK
NOTE: Consider working with Aspenware support to set up a SQL job that runs every N minutes in RTP|One that will grant the GPP to any member of the family if a single member of the family has a customer role. This will ensure that if a child has a General Program Profile, that when the head of household logs in to their Aspenware Commerce account, they will be able to see the customer role fenced product and purchase on behalf of their child.
NOTE: Consider adding a validated prompt to further fence products. Customer roles allow customers to see products otherwise hidden, but the assignment of that product can be completed for any member of the family. To fence assignment to only “eligible” customers, also set up a validated prompt.
2. Aspenware Commerce Tasks
In order for customer roles to work, the following setting must be disabled: Ignore ACL rules (sitewide). To disable, go to Configuration > Settings> Catalog settings. Within the performance section, uncheck Ignore ACL rules (sitewide).
Setting | Value |
|---|---|
catalogsettings.ignoreacl | False |
Detailed Setup Guide
This section describes all required steps to set up the feature after prerequisite tasks have been completed.
Create Customer Roles
Use Customer Roles to Manage Administrator Users
1. Create Customer Roles
NOTE: Even if a General Program Profile is already set up in RTP|One, a Commerce Customer Role must also be set up so this role can be mapped to the General Program Profile and/or Membership role.
Go to Customers > Customer Roles page in admin, select Add new to add a new Customer Role in Aspenware Commerce.
Enter a Name and System name for the role. This can be the same entry for both.
Check Active.
Click Save.
IMPORTANT: Do not choose to associate a role based on a product purchased within Aspenware Commerce. This can be set up can be done within RTP|One through General Program Profile configuration. Associating a product in the Aspenware Commerce customer role admin can break the product.
**If using Siriusware, this step is complete. If using RTP|One, continue to the next step.
Go to the Aspenware Commerce > Role Configuration page to map the newly created Nop Customer Role to an RTP|One General Program Profile.
Choose the Customer Role from the Role drop-down.
Next, depending on what “roles” are being mapped to this role from external systems, fill in the additional role ids as follows:
External Role Id: Enter the General Program Profile ID from RTP|One if mapping an RTP|One General Program Profile Role.
Sales Channel ID and Membership Type ID: Leave these blank, they are only used for EZLinks Golf integrations and are explained in Golf documentation.
2. Use Customer Roles to Manage Administrator Users/Manually Associate Customer Roles to Customers
Aspenware Commerce also uses the Customer Role feature to manage access to Administrator rights within the software. The creates visibility and control over who, within the organization, has the ability to make changes or updates to Commerce configurations, product offerings, discounts, etc.
Ensure that the user who should be assigned admin access has created an account (if they do not have an existing account in the POS) or has logged into the store site using their POS or authentication profile credentials.
Go to Customers > Customers page in Admin.
In the Email field, search for the user’s email address.
Click the Edit button beside the appropriate user.
Click in the Customer roles field and select ‘Administrators’ or another desired role from the drop-down list.
NOTE: If a phone number is required, you may need to enter a dummy phone number for the admin user to save changes.
Click Save. The customer should then have access to the Administration link in the utility bar when they log in to the site.
If two-factor authentication for admin is turned on in live, then send the Admin a Two-Factor Message to set up their Google Authenticator code.
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